ProductIP helps you organise, manage and share product compliance information in one central platform. This guide shows you how to create Technical Files, collect compliance evidence, collaborate with suppliers and monitor progress across your products. By following these steps, you can build a structured compliance process and maintain complete Technical Files over time.
When to use this
Use this guide if:
- you are a first-time ProductIP user
- you are responsible for managing product compliance documentation
- you want to onboard new colleagues
- you want to create a structured process for collecting and maintaining compliance evidence
- you want to involve suppliers in your compliance process
Steps in ProductIP
1. Buy credits (Essential customers only)
Credits are required to create Technical Files and order additional services in ProductIP.
2. Create a technical file
A Technical File is the foundation of your compliance process. It stores all documentation, requirements, communication and evidence related to one or more products.
Start by creating a Technical File yourself or ask a supplier to create one on your behalf.
Professional and Enterprise customers
Let suppliers create and maintain Technical Files for you.
Manage your technical file requests
3. Manage the requirement list
The requirement list is the foundation of your Technical File. It shows which compliance requirements apply to your product and helps you track whether supporting evidence has been provided for each requirement.
Use the Requirement List to identify gaps, monitor progress, and keep compliance activities organised.
Navigate the requirements list
4. Upload documents
Build your Technical File by uploading declarations, test reports, certificates, specifications, and other compliance evidence.
If suppliers own the required documentation, request it directly through ProductIP.
Or request your supplier to upload them in the platform.
5. Review and link documents
Uploading documents is only the first step. To build a complete Technical File, you must verify whether documents are valid and link them to the correct requirements.
Review incoming documents carefully and connect them to the applicable requirements so your compliance status accurately reflects the available evidence.
Use metadata to link a document to the correct requirement
Link your document to the correct requirement using MatchIt!
Link your documents in the requirements tab
6. Collaborate and manage workflows (Professional and Enterprise customers only)
Workflows help you organise activities, track progress, and collaborate with colleagues. They also create a clear history of decisions and actions within your Technical Files.
7. Manage your supply chain (Professional and Enterprise customers only)
Suppliers often own a large part of the compliance information you need. ProductIP helps you involve suppliers directly in your compliance process and monitor their performance.
Use supplier profiles, requests, and dashboards to gain visibility into supplier responsiveness and compliance readiness.
Create a supplier performance report
Navigate through the dashboard
8. Monitor progress with reports and custom tabs
Once your compliance process is running, use reporting tools and custom tabs to track progress, identify gaps, and gain insights into Technical File activity across your organisation.
Create a custom operational report
Tips and best practices
- Define clear internal standards for Technical Files, required documents, and acceptance criteria before you start collecting information.
- Start by collecting existing documentation, then perform a risk-based gap analysis to identify missing evidence.
- Focus on the highest-risk requirements first. As you upload and link documents, the number of open requirements will gradually decrease.
- Schedule regular time each week to review Technical Files and follow up on missing information.
- Use Technical File requests and document requests to involve suppliers and reduce manual work.
- Use the Help for this page button throughout ProductIP to learn about features you are not familiar with.
- Customise your Technical File overview with tabs, filters, and tags that fit your internal processes.
Learn more
Looking for guidance on implementing ProductIP? Continue with Get started with ProductIP implementation.
